SEA Maintenance Plan

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Background

The SEA Maintenance Plan record clearly identifies resources and costs for maintaining technology infrastructure after project acceptance. Sufficient maintenance planning ensures that financial and labor resources are part of the decision-making process for project approval. If it is determined after reviewing the maintenance plan that CDOT cannot provide resources to maintain or replace the system, CDOT can determine early in the project delivery process if the project should proceed.

Note: For more detailed information that is not specific to PMWeb, please visit the SEA Document Web Page and the SEA Information Web Page.

Access: This record is located in the Records module of PMWeb under "Custom Forms".

Job Aids

The following job aids and reference guides are relevant to the SEA Maintenance Plan record:

To request additional training or documentation, please submit a Help Request in PMWeb.

Record Guidance

Record Information Header

In the Record Information header section, PMs select the Project for which they will create a Maintenance Plan and indicate whether or not a Utility Matrix is required.

PMWeb will not allow the record to be submitted if a Utility Matrix is marked as required for the Project but not attached in the Attachments tab.

Record information section of the SEA Maintenance Plan record

Tech Apps

In the Tech Apps sub-tab, PMWeb populates the Proposed Technology Applications, Technology Applications, and SEA Documentation Reference Information tables based on information from the project's approved SEA Technology Assessment record.

Stakeholders

In the Stakeholders sub-tab, PMWeb populates the Stakeholders table based on information from the project's approved SEA Design, Testing, and Validation record.

Site Access and Safety

In the Site Access and Safety sub-tab, PMs answer the question of whether CDOT Maintenance crews are able to access all areas of the project and safely work on devices. Any applicable project plans should be submitted with this document so that all Maintenance crews can also reference the plans as they review the Site Access and Safety table.

Utilities and Replacement - Predicted 20 Years

In the Utilities and Replacement sub-tab, PMs use the Utilities Matrix table to indicate Utility Matrix completion status and add notes as necessary. If your project requires a Utility Matrix, include it as an attachment to the record. If you attach a URL, ensure the SEA ITS Lead has the proper security access to view it.

In the Device Replacement table, PMs can add information about ITS devices that require or might require replacement.

Table showing average cost of ITS devices on projects

Spare Parts/Maintenance Calculator

In the Spare Parts/Maintenance Calculator sub-tab, PMs enter details about spare parts needed for their project and estimate maintenance costs.

In the Spare Parts table, PMs should document the suggested spare parts to have on hand in the ITS Warehouse per the manufacturer and CDOT ITS recommendations. PMs are highly encouraged to work with the ITS & Network Service Branch to determine this list.

In the Maintenance Calculator table, PMs should enter estimated Project maintenance cost and impact information with the help of the ITS Device Maintenance Estimate Calculator.

Additional Notes

The SEA Maintenance Plan record contains several tabs in addition to the Main tab.

Users may add notes to associate with the record in the Notes tab.

Users may add supplemental information in the Attachments tab.
- If the project requires a Utility Matrix, submitters should include it as an attachment to the record. If the submitter attaches a URL, they should ensure the SEA ITS Lead has the proper security access to view it.
Users may add other individuals to notify of record changes or updates in the Notifications tab.
Users submit the record to workflow for review and approval in the Workflow tab.

For more information on standard tab types, please reference the Records Navigation page.

Report Guidance

The SEA Maintenance Plan report is available in "BI Reporting".

Workflow Guidance

Once the submitter sends the record to Workflow, PMWeb checks to see if the Concept of Operations sub-tab in the SEA Design, Testing, and Validation record has been approved and Utility Matrix documentation is attached if applicable.

If both the Concept of Ops has been completed and approved and if applicable, Utility Matrix documentation is attached, PMWeb sends the SEA Maintenance Plan record back to the submitter for the next Workflow step.
If either the Concept of Ops has not been completed and approved or, if applicable, Utility Matrix documentation is not attached, PMWeb returns the record to the submitter.

The submitter requests Team Input from team members (LTC Ops and Local Traffic Groups)

Team members respond to Team Input request.

Once Team Input is received, the submitter "approves" the record.

PMWeb checks to see if the submitter has initiated Team Input.

If Yes, PMWeb sends the record to the ITS SEA Lead for final approval.
If No, PMWeb returns the record to the submitter to request Team Input.

The ITS Lead reviews the record.

If the record is complete, the ITS Lead selects "Final Approve" to approve the record. The Workflow is now complete.
If additional clarification or changes to the record are needed, the ITS Lead selects "Return" and notes the reasoning in the comments field.

Integration and Trigger Guidance

The following documents must be submitted in the below sequential order, with each document needing to be approved by the ITS Lead prior to the next document being submitted:

Technology/SEA Assessment record
Alternative Analysis (SEA DTV record)
Concept of Operations (SEA DTV record)
System Function Requirement and the High Level System Design can be submitted together (SEA DTV record)
Detailed Level System Design (SEA DTV record)
Testing and Integration (SEA DTV record)
Validation Plan (SEA DTV record)

The following documents can be submitted any time after the Concept of Operations is approved, but must be approved prior to the Validation Plan being submitted:

SEA Maintenance Plan record
- - The Stakeholder Consideration table from the SEA DTV record's Concept of Operations sub-tab will be pulled into the SEA Maintenance Plan record's Stakeholders sub-tab.
SEA Agreements with Partners Tracking record
SEA Standard Operating Procedures (SOP) record

SEA Process Flowchart

The diagram below shows the PM's path to complete the SEA documentation in PMWeb:

FAQs

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